BEAM UP LTD

Beam Tools for Frontline Workers

Beam is a leader in tech-enabled welfare services for local government, working with over 100 Local Authorities across the UK. Beam’s suite of AI tools comprises Magic Notes, Magic Reports, Beam Talk and Beam Translate. Beam’s tools are highly customisable to address customer’s unique workflows, reporting requirements and service provision.

Features

• Specialist tools to automate case notes, assessments and reports
• Web application accessible from a mobile phone, laptop or tablet
• AI generated summaries and reports in bespoke structure
• Editable using AI editing and manual editing function
• Translation feature for conversations not held in English
• Copy and paste summaries and reports into case management systems
• Offline functionality to ensure meetings can be captured whenever, wherever
• Ask questions about notes made using AI-powered chat
• Analytics and insights dashboards to understand tool usage

Benefits

• Reducing time spent on tasks (note taking, report writing)
• Enabling frontline workers to be more present during client conversations
• Increased accuracy in capturing conversation details
• Quality assured templates
• Consistent, quality outputs
• Fully flexible templates customised to customer requirements
• Translation available into 100+ languages and dialects

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at bids@beam.org. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

986256047826267

Contact

Sebastian Barker
0203 819 3509
bids@beam.org

About your service

• Service categories:

  Application Development and Deployment

  AI platforms

  • Search and knowledge discovery

  AI life cycle

  • AI Build Software
  • Trustworthy AI Software

  AI software services

  • Conversational AI Software Services
  • Generative AI Software Services
  • Document AI Software Services
• Multi cloud support: Yes

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: N/A
• System requirements:
  • Modern browser (Microsoft Edge and Google Chrome)
  • Microphone
  • Internet access (during login and upload)

User support

• Email or online ticketing support: Yes
• Support response times: Users have access to email and telephone support from the Beam Service Desk, available 9am-5pm UK time, Monday to Friday. Beam will respond to all support tickets within 48 hours during the week.
• User can manage status and priority of support tickets: No
• Phone support: No
• Web chat support: Yes
• Web chat support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support accessibility standard: WCAG 2.2 AA
• Web chat accessibility testing: N/a
• Onsite support: No
• Support levels: The buyer will get a dedicated Beam Account Manager who owns and manages the account, available for queries via email and phone, as well as in person and virtual meetings. During mobilisation, the Account Manager will work closely with the buyer project team to provide change management support to the wider organisation. The Account Manager will work alongside Beam technical teams to customise the product and adapt workflows. Support is provided at no extra cost.
• Support available to third parties: No
• AI chatbot: Yes

Onboarding and offboarding

• Getting started: Beam's suite of Al tools are intuitive, easy to use and accessible to users of all technical abilities. Beam provides an onboarding programme to all new customers as part of implementation, but the products work out-of-the-box, ready to use from day 1. ; ; To support our customers to get the most out of our tools, we work with them to build organisation specific templates which match their internal processes, reporting and quality requirements. These are always able to be updated and changed, based on evolving needs of our customers. ; ; Implementation includes dedicated group training sessions over a mobilisation period (usually 4 weeks) and 1-1 support as needed. Training sessions include: ; - Best Practice ; - Customisation training ; - Manager training. ; ; All users will be provided with a training document and video covering set-up, FAQs, and basic troubleshooting. Additional support can be requested from within Magic Notes, through the "Get Support" feature, or by emailing the Service Desk.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
  • Other
• Other documentation formats:
  • Word
  • CSV
• End-of-contract data extraction: Magic Notes includes a self-service option to export all written data to PDF or CSV and download audio recordings and reports. This can be used at any time. At contract conclusion the dedicated Account Manager will support the client to ensure that all data remaining in the platform has been extracted by the client.
• End-of-contract process: Beam will agree a 4 week exit plan with customers concluding their use of the service. The Account Manager will support the customer to ensure all retained data has been extracted from the platform. The Account Manager will share a data deletion plan for removing all customer data from Beam servers in line with GDPR requirements. This is provided at no additional cost.
• Documentation accessibility standard: WCAG 2.2 AA

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Chrome
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: N/a
• Service interface: Yes
• User support accessibility: WCAG 2.2 AA
• Description of service interface: Beam's suite of AI tools are accessible through magicnotes.ai
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: N/a
• API: No
• Customisation available: Yes
• Description of customisation: Beam works closely with customers to customise their implementations. This includes developing bespoke templates, fully customised and designed for frontline and statutory workflows and reports, and developing unique voice and text prompts. Customers work directly with Beam's team of expert prompt engineers to ensure all customisations are fit for purpose. Changes to products are requested through Magic Notes support function, and provided at no additional cost. There is no limit to the number of templates or customisations available to customers. ; ; Customers automatically have access to a knowledge base - a central repository of information which is drawn on for the AI chat functions and Beam Talk. Customers upload policies, processes and other information sources during implementation, and manage the knowledge base throughout their subscription period.

Scaling

• Independence of resources: N/a

Analytics

• Service usage metrics: Yes
• Metrics types: Service metrics are downloadable by the customer
• Reporting types:
  • Real-time dashboards
  • Regular reports
  • Reports on request
• Resource tagging: No
• FOCUS resource tagging: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Baseline Personnel Security Standard (BPSS)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations:
  • United Kingdom
  • European Economic Area (EEA)
• User control over data storage and processing locations: Yes
• Datacentre security standards: Managed by a third party
• Penetration testing frequency: At least once a year
• Penetration testing approach: ‘IT Health Check’ performed by a CREST-approved service provider
• Protecting data at rest: Scale, obfuscating techniques, or data storage sharding
• Data sanitisation process: Yes
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001
• Data sanitisation type: Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

• Data export approach: Outputs (summaries, transcripts and reports) are copied and pasted by the user from the AI tools (Magic Notes/Magic Reports/Beam Talk/Beam Interpret) into their internal case management tools or other file storage. Audio files are downloaded on demand via a 'download' button. Aggregated or written data can be exported to CSV or PDF by system administrators.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • PDF
  • MP3
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • PDF
  • Word
  • Handwritten (scanned)
  • MP3/MP4
  • TXT
  • JPG
  • PNG
  • M4A
  • WAV
  • WEBM

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: 99.5% of the total minutes in each calendar month
• Approach to resilience: Our service is designed with resilience at its core, employing a multi-tiered strategy to ensure high availability and durability of data and applications. ; At the infrastructure level, our data centers are strategically distributed across various geographical locations, part of a global network that mitigates risks associated with physical disasters and local outages. ; ; Each data center operates with redundancy in critical systems, including power, networking, and cooling, ensuring that any single point of failure is addressed promptly without impacting service continuity. In the cloud, our services leverage Google Cloud’s scalable and fault-tolerant services, such as Auto Scaling, to dynamically adjust resources based on demand, and Amazon RDS (Relational Database Service) for managing databases with automatic backup, recovery, and failover capabilities. ; ; Data replication across multiple Availability Zones ensures that our applications remain available and data intact, even if one zone experiences an outage. This architecture, combining physical data center resilience with cloud-based redundancies, forms the backbone of our service's resilience, designed to offer seamless and uninterrupted access to our users under a wide array of conditions.
• Outage reporting: Outages are reported through Beam's Account Managers

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
• Access restrictions in management interfaces and support channels: We implement stringent access restrictions on management interfaces and support channels through role-based access control (RBAC), ensuring that only authorized personnel have access based on their job function. Multi-factor authentication (MFA) is mandatory for all access, providing an additional security layer. Regular access reviews are conducted to ensure compliance with the principle of least privilege. Furthermore, all access is logged and monitored for suspicious activities, with real-time alerts in place to detect and respond to unauthorized access attempts. This comprehensive approach ensures that sensitive management interfaces and support channels remain secure and accessible only to those with legitimate need.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)

Audit information for users

• Access to user activity audit information: Users have access to real-time audit information
• How long user audit data is stored for: User-defined
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: User-defined
• How long system logs are stored for: User-defined

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: Our Legal and Compliance Lead handles data protection contractual obligations,certifications and audits including cyber essentials and ISO27001, and internal processes such as supplier management and training. Our IT team manages corporate devices, security configuration, and identity management. All Beam staff are trained in GDPR principles and information security practices. Policies are reviewed every year. Compliance is enforced through employment T&Cs, mandatory training and disciplinary procedures in case of any breaches.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Updates are managed via segregation of development, temporary pull request environments and feature flags on the production environment to ensure quality assurance and security testing before any new feature or product goes live. Security testing for new features includes static code analysis, GDPR compliance, and data leakage vulnerabilities.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Our vulnerability management process involves continuous monitoring and assessment of potential threats, utilising sources like CVE databases, security advisories, and industry forums. Upon identifying vulnerabilities, we prioritise them based on severity and potential impact on our services. Critical patches are deployed within 24 hours, while less critical updates follow a scheduled maintenance window. We leverage automated tools for scanning and assessment, ensuring swift identification and mitigation. This process is integral to maintaining the security and integrity of our services, ensuring they remain resilient against emerging threats.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: We use: Audit log alerting to understand malicious behaviour; WAF firewall rules to alert us of any ongoing attacks; A completely closed off internal network with little access by employees to ensure that we have a very small attack surface; ; This, in addition to alerting on suspicious account behaviour, ensures we have the right checks in place to mitigate attacks that may take place.; ; We use Microsoft Sentinel as our SIEM, allowing us to centralise our log and event data from endpoints, identity, network, and cloud. Incidents are correlated across systems exposing advanced threats faster and automating our responses.
• Incident management type: Supplier-defined controls
• Incident management approach: Our incident management processes include predefined protocols for common events, ensuring swift and efficient response to incidents. Users report incidents through a dedicated support channel, accessible via our website or directly within our applications. Upon receiving a report, our incident response team evaluates the situation, initiates the appropriate response procedure, and communicates updates to affected parties. Post-incident, we provide comprehensive reports detailing the incident's nature, impact, actions taken, and measures implemented to prevent recurrence. This approach enables us to manage incidents effectively, maintain transparency with our users, and continuously improve our security posture.
• Post-quantum cryptography secure: No

Secure development

• Approach to secure software development best practice: Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v4.0)

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: No
• Free trial available: No

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 0%
• Between £250,000 and £500,000: 2%
• Between £500,001 and £1,000,000: 2%
• Between £1,000,001 and £2,500,000: 5%
• Between £2,500,001 and £5,000,000: 5%
• Over £5,000,001: 5%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: British Assessment Bureau
• ISO/IEC 27001 accreditation date: Friday 8 November 2024
• What the ISO/IEC 27001 doesn’t cover: The provision of services and software in the welfare sector, including the associated people, processes and technology globally. This scope is inclusive of our service and software offerings in the business. All of our G-Cloud application is covered by this.
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): No
• CSA STAR certification: Yes
• CSA STAR accreditation date: Monday 20 October 2025
• CSA STAR certification level: Level 1: CSA STAR Self-Assessment
• What the CSA STAR doesn’t cover: N/A - all parts of our service are covered
• PCI certification: No
• Cyber essentials: No
• Cyber Essentials Alternative: None of the criteria
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: 470357a6-4008-4dfb-9eb0-522c83a45c2d
• Other security certifications: Yes
• Any other security certifications: NHS Data Security and Protection Toolkit

Social value

• Section B - Commitment for Future: Delivery:

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 2: Skills for growth: Supporting growth sectors and addressing skills gaps.

    • Activities to support relevant sector related skills growth and sustainability in the contract workforce. Illustrative examples: careers talks, curriculum support, literacy support, safety talks and volunteering

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 6: Employment and training: For those who face barriers to employment

    • Delivery of training schemes and programmes to address any identified skills gaps and under-representation in the workforce for the contract (e.g. prison leavers, care leavers, kinship carers, disabled people)
    • Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort
    • Inclusive and accessible recruitment practices, and retention-focused activities, including those provided in the Guide for line managers on recruiting, managing and developing people with a disability or health condition

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at bids@beam.org. Tell them what format you need. It will help if you say what assistive technology you use.